Losing a loved one who served in the military is a profound experience. Amidst the grief and the logistics of managing their affairs, you may find yourself needing specific documents to unlock benefits or honor their service. The DD Form 214, or Certificate of Release or Discharge from Active Duty, is often the most critical document you will need.
This document serves as the official proof of military service. It details the nature of the discharge, dates of service, and any awards or medals earned. Whether you need it for burial benefits, a VA loan application for a surviving spouse, or simply to preserve your family's history, obtaining this record is a priority. Unfortunately, the bureaucratic process can feel overwhelming when you are already dealing with so much.
The good news is that the National Personnel Records Center (NPRC) and the Department of Veterans Affairs (VA) have established clear pathways for families to access these records. While patience is often required, the steps are straightforward once you understand the system. This guide will walk you through exactly how to get a DD214 for a deceased relative, ensuring you have the information necessary to navigate the process smoothly.
Who Is Eligible to Request These Records?
Not everyone can access a veteran’s military personnel file immediately. The ability to request a DD214 depends largely on your relationship to the veteran and how long ago they were discharged.
The "Next of Kin" Rule
For records of veterans discharged less than 62 years ago, access is restricted due to privacy laws. In these cases, generally only the veteran or the next of kin can request full copies of the service records (including the DD214).
The government defines "next of kin" in a specific hierarchy:
- Un-remarried surviving spouse
- Father or mother
- Son or daughter
- Brother or sister
If you fall into one of these categories, you can request the full Official Military Personnel File (OMPF) free of charge.
The 62-Year Archival Rule
Records become "archival" 62 years after the veteran's discharge date. This is a rolling date. Once a record becomes archival, it is open to the general public. Anyone—regardless of their relationship to the veteran—can order a copy for a fee.
What You Need Before You Start
Before you initiate a request, gathering the right information will save you significant time. The archives hold millions of records, and the more specific you can be, the faster the researchers can locate the file. Information is critical in how to get a DD214 for a deceased relative.
You should have the following information about the veteran:
- Complete name used while in service
- Social Security Number and/or Service Number
- Branch of service
- Dates of service
- Date and place of birth
- Proof of Death
If you are requesting records as the next of kin, you must provide proof of the veteran's passing. Acceptable documents typically include:
- A copy of the death certificate
- A letter from the funeral home
- A published obituary
Method 1: Requesting Online (Fastest Option)
For most families, the most efficient route is the eVetRecs system provided by the National Archives. This digital tool guides you through the necessary questions and generates a request form and it provides a relatively simple way on how to get a DD214 for a deceased relative.
- Visit the eVetRecs website: Go to the National Archives' veteran records portal.
- Verify your identity: You may need to verify your identity using a service like ID.me.
- Complete the questionnaire: Input the veteran’s service details.
- Submit proof: You will likely need to upload your proof of death and any other required documentation.
Using the online system creates a digital tracking number, which makes it easier to check the status of your request later.
Method 2: Mail or Fax with Standard Form 180
If you prefer paper methods or have trouble with the online system, you can use Standard Form 180 (SF-180), "Request Pertaining to Military Records."
- Download the form: You can find the SF-180 on the National Archives or VA website.
- Fill it out: Complete Section I with the veteran's details. In Section II, check the box for "DD Form 214 or equivalent."
- Sign and date: This is crucial. Unsigned forms will be returned unprocessed.
- Attach proof of death: Do not send originals; send clear copies.
- Mail or Fax: Check the back of the form for the correct mailing address or fax number. The location depends on the branch of service and discharge date, though most records are housed at the National Personnel Records Center in St. Louis, Missouri. There will be instructions you can follow on the website that explain how to get a DD214 for a deceased relative.
Emergency Requests for Funerals and Burials
The government prioritizes requests related to medical emergencies or final honors. If you need a DD214 urgently for a funeral or burial at a National Cemetery:
- Contact the National Cemetery Scheduling Office directly at 800-535-1117. They can often work directly with the archives to verify service without you needing to have the physical paper in hand immediately.
- Mark your request clearly. If you are faxing an SF-180, list "Emergency - Burial" in the purpose section and use the dedicated emergency fax line provided by the NPRC (currently 314-801-0764, but always check the official site for the most current number).
Costs and Processing Times
People often ask how much this process costs. If you are the next of kin and the records are not yet archival (less than 62 years old), the DD214 is generally provided free of charge.
If the records are archival (older than 62 years), there is a fee structure based on the size of the file. A reproduction of the entire Official Military Personnel File (OMPF) usually costs between $25 and $70.
Processing times vary. Under normal operating conditions, the NPRC aims to process requests quickly, but high volume can lead to delays. Currently, the center receives thousands of requests daily. It is recommended that you do not send a follow-up request before 90 days have passed, as duplicate requests can slow down the system further. If you follow the instructions on how to get a DD214 for a deceased relative, and you are patient, things should work out.
A Note on the 1973 Fire
It is important to be aware of a tragic event in archival history. On July 12, 1973, a massive fire at the National Personnel Records Center destroyed approximately 16 to 18 million Official Military Personnel Files.
The records most affected were:
- Army personnel discharged November 1, 1912, to January 1, 1960 (80 percent loss).
- Air Force personnel discharged September 25, 1947, to January 1, 1964 (75 percent loss).
If your relative’s record was destroyed, the NPRC can often use alternate sources to reconstruct the service history and issue a Certification of Military Service (NA Form 13038), which serves as a valid substitute for a DD214. This reconstruction process takes longer than a standard request. But this is another method on how to get a DD214 for a deceased relative.
Frequently Asked Questions
Can I get a DD214 instantly online?
No. While you can submit the request online immediately, a researcher must still locate, verify, and print the physical document. There is no instant download database for the general public or families.
What if I am not next of kin?
If the veteran passed away recently (less than 62 years ago) and you are not the next of kin (e.g., a grandchild, niece, or friend), you cannot request the full DD214. You can only request limited public information, which may not be sufficient for benefits. However, the next of kin can sign a release form authorizing you to request the full records on their behalf.
Can I hire someone to help me?
Yes, there are independent researchers who visit the archives in person to retrieve records. They charge a fee for their time and expertise. This is often faster than the standard government mail queue but is not necessary if you are willing to wait for the free government service.
Honoring Their Legacy
Securing a DD214 is more than just navigating government bureaucracy; it is a step toward securing the recognition your loved one earned. Whether you are arranging a military funeral with full honors or simply trying to piece together a family tree, this document is the key. By following the official channels through eVetRecs or using the SF-180, and ensuring you have the correct proof of death, you can navigate the process with confidence.
Lastly, USAMM is working on an upgrade to the EZ Rack Builder that will allow service personnel or next-of-kin the ability to upload a DD214 and have the EZ Rack Builder pull the info directly from it to help them more efficiently and accurately build their ribbon and medal racks.